Executive Assistant to Management

Executive Assistant to Management

Location: Lagos

Employment Type: Full-time

Job Overview

• We are seeking an exceptional Executive Assistant to support the Office of the Chief Executive Officer (CEO) and Chief Operating Officer (COO).
• This role is responsible for managing executive priorities, protecting leadership time, coordinating critical information flow, documenting management decisions, and ensuring timely follow-through on strategic actions.
• The successful candidate will serve as the operational centre of the executive office — ensuring meetings are effectively coordinated, decisions are properly recorded, documents meet professional standards, and commitments are tracked through completion.
• This is a high-visibility role suited for a highly organised professional who thrives in a fast-paced environment and understands the importance of confidentiality, accuracy, and executive effectiveness.
• The Executive Assistant will coordinate procurement and expenditure requests through approved processes but will not hold approval authority.

Key Responsibilities

Executive Calendar and Time Management:

• Manage and coordinate the calendars of the CEO and COO, resolving conflicts and ensuring effective use of executive time.
• Screen, prioritise, and route incoming correspondence, calls, requests, and meeting invitations.
• Identify urgent matters requiring executive attention and appropriately manage routine requests.
• Prepare briefing notes, talking points, background information, and meeting materials ahead of executive engagements.
• Maintain a live tracker of executive commitments, decisions, and follow-up actions to ensure timely closure.

Meeting Coordination and Documentation:

• Receive and manage meeting requests, confirm availability, and coordinate attendance.
• Schedule meetings, issue invitations, and circulate agendas and supporting documents in advance.
• Attend meetings where required and prepare accurate minutes capturing:
• Decisions made
• Action points
• Assigned responsibilities
• Deadlines
• Circulate minutes promptly and track action items until completion or formal rescheduling.
• Maintain an organised register of management, departmental, board, and external meeting records.

Document and Report Management:

• Manage document and report requests from executives and functional leaders.
• Review documents for accuracy, completeness, consistency, and professional presentation.
• Prepare and format documents according to approved corporate standards, including:
• Letterhead
• Structure
• Formatting style
• Presentation quality
• Footer requirements
• Route documents for review and approval before external release.
• Track deadlines relating to:
• Regulatory requirements
• Investor and lender deliverables
• Compliance renewals
• Internal reporting
• Maintain secure document repositories and data rooms with proper:
• Version control
• Access management
• Document retention practices.

Executive Travel and Event Coordination:

• Coordinate executive travel arrangements, including:
• Flights
• Accommodation
• Transportation
• Venues
• Visas and protocols where required
• Research travel options and provide cost comparisons for approval.
• Prepare complete travel itineraries covering schedules, contacts, locations, meetings, and required documents.
• Coordinate executive meetings, corporate events, site visits, and stakeholder engagements from planning through completion.

Support for Functional Leaders:

• Act as the central scheduling and documentation point of contact for departmental leaders.
• Coordinate information flow across business functions.
• Consolidate departmental inputs into management reports, strategy sessions, and review meetings.
• Track departmental milestones and provide timely reminders before key deadlines.
• Provide administrative, meeting, correspondence, and formatting support while maintaining appropriate boundaries around technical and commercial decisions.

Governance and Records Management:

• Maintain registers of governance documents, policies, and organisational frameworks.
• Monitor document review dates and ensure records remain current.
• Support due diligence exercises and preparation of information rooms for external stakeholders.
• Maintain statutory and regulatory renewal trackers.
• Promote accurate record keeping and proper use of approved business systems.

Daily Executive Office Close-Out:

• Review outstanding tasks and confirm progress with responsible owners.
• Send required reminders and follow-ups before close of business.
• Update executive calendars with changes, cancellations, and new commitments.
• Prepare a next-day executive brief covering:
• Schedule
• Priorities
• Pending decisions
• Documents awaiting review or signature

Performance Expectations:

Performance will be measured against agreed objectives, including:

• Meeting minutes and action points circulated within 24 hours.
• Executive meeting agendas and briefing packs prepared at least 24 hours before meetings.
• 95% or higher completion rate for action items by agreed deadlines.
• Documents prepared and routed within agreed timelines.
• 95% or higher accuracy and quality standard for released documents.
• Zero missed statutory, regulatory, or critical business deadlines.
• Complete travel itineraries issued at least 48 hours before departure.
• Daily next-day executive briefs consistently delivered.
• Executive documents properly filed within 48 hours.
• Zero confirmed confidentiality breaches.

Qualifications and Experience

Essential Requirements:

• Bachelor’s degree or HND in Business Administration, Secretarial Studies, Social Sciences, Communications, or related discipline.
• 3–5 years’ experience supporting senior executives as an Executive Assistant, Personal Assistant, or similar administrative role.
• Strong capability in:
• Minute-taking
• Business writing
• Report preparation
• Document formatting
• Advanced proficiency in:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Calendar management tools
• Demonstrated ability to manage confidential information and multiple priorities independently.

Preferred Requirements:

• Experience in energy, oil and gas, infrastructure, construction, finance, or similar industries.
• Understanding of regulatory and corporate environments.
• Experience supporting due diligence processes, data rooms, lender reporting, or investor documentation.
• Professional certification in executive support, administration, or corporate governance.
• Knowledge of accounting or enterprise business systems.

Ideal Candidate Profile:

The ideal candidate is:

• Highly organised, detail-focused, and dependable.
• Proactive with strong follow-through skills.
• Able to identify errors in documents, dates, figures, and schedules before they become issues.
• Naturally discreet and trusted with sensitive information.
• Calm under pressure and able to manage competing priorities.
• Professional, courteous, and confident when engaging with senior stakeholders.
• Comfortable escalating risks early to prevent missed deadlines.

Scope and Authority:

The role may:

• Manage executive calendar time within agreed guidelines.
• Request information and inputs from departments.
• Send reminders and follow-ups on behalf of executives.
• Release approved documents to external parties after proper authorisation.

The role may not:

• Approve company expenditure.
• Commit the organisation contractually.
• Release confidential documents without approval.
• Disclose sensitive information.
• Alter executive decisions without written instruction..

Working Conditions:

• Full-time, office-based role.
• Occasional travel may be required for meetings, site visits, and executive engagements.
• Flexibility required to support executive schedules, deadlines, and business priorities.
• Competitive compensation and professional development opportunities.

Salary

N350,000 - N450,000 per month.

Application Closing Date

1st October, 2026.

How to Apply

Interested and qualified candidates should send their Resume to: ndibuagupaul@gmail.com using the  Job Title as the subject of the mail.